Retrospective Wellness LLC

Compensation

Full Description

POSITION SUMMARY The Intake Coordinator/Administrative Assistant provides comprehensive administrative and clerical support to the office, staff, and leadership team. This role serves as the first point of contact for clients and visitors, assists with intake and scheduling processes, and ensures smooth daily operations of the office. The ideal candidate demonstrates strong organizational skills, excellent customer service, and the ability to manage multiple priorities in a behavioral health setting. DUTIES AND RESPONSIBILITIES Client & Front Desk Support • Serve as the initial point of contact for clients, visitors, and vendors. • Answer and direct incoming calls, provide accurate information, and assist with behavioral health referrals. • Complete client intake forms, schedule assessments, and verify insurance coverage including Medicaid eligibility. • Conduct service and medication prior authorizations as directed. Administrative Support • Prepare and distribute correspondence, memos, letters, faxes, and forms. • Create, update, and maintain reports (e.g., client lists, discharges, program updates). • Assist managers and clinicians with clerical requests and work orders. • Schedule, coordinate, and support meetings, staff events, retreats, and community gatherings (agendas, catering, logistics, travel, etc.). • Attend meetings as directed by supervisor and record meeting minutes. Office & Records Management • Maintain office organization systems including electronic filing, HRIS, CMBHS, and Sharenote. • Scan and upload staff and client documents (e.g., certifications, verifications, insurance, CANS). • Track and manage office inventory and supply needs. • Sort and distribute incoming mail. • Operate and maintain office equipment safely; request service as needed. Team & Department Support • Provide coverage for other administrative staff during vacation or absences. • Support Behavioral Health department with special projects as assigned. • Participate in professional development activities to enhance job knowledge. • Maintain strict confidentiality regarding staff, clients, and organizational matters. • Perform additional duties or errands as assigned by supervisor or senior leadership. QUALIFICATIONS & REQUIREMENTS Experience • Highschool diploma or GED equivalent required; associate degree preferred • Minimum of 2 years administrative/customer service experience is required. • Knowledge of medical terminology and/or experience in general medicine, behavioral health or counseling office preferred. Skills • Proficiency in Microsoft Office Suite (Word, Excel, Outlook). • Strong written and verbal communication skills. • Excellent organizational skills and attention to detail. • Ability to prioritize tasks and meet deadlines with limited supervision. • Strong interpersonal skills with a customer service focus. • Ability to work effectively under pressure. Other Requirements • Must be at least 18 years of age. • Valid Texas driver’s license and reliable transportation required. • Bilingual in English/Spanish required. WORK ENVIRONMENT & PHYSICAL DEMANDS • Position is performed on-site in an office setting. • Primarily sedentary role with some walking and standing required. • Must be able to lift up to 20 lbs occasionally. • Frequent use of hands for typing, filing, and phone calls.